To approve the purchase of Fire-Rescue equipment maintenance, installation and repair services for an initial term through September 30, 2022 with two (2) automatic one-year renewals for Fleet Services in the estimated annual amount of $125,000 from Siddons Martin Emergency Group, LLC through existing contracts; and authorizing the City Manager to execute all necessary documents. (BuyBoard Contract Nos. 650-21 and 651-21) Approved

It is the recommendation of Fleet Services to acquire Fire-Rescue equipment maintenance, installation and repair services from Siddons Martin Emergency Group, LLC through BuyBoard Contract Nos. 650-21 and 651-21.  The initial contract term is from the effective date of the City's contract to September 30, 2022 with two (2) automatic one-year renewals.  The total estimated annual expenditure for these services is $125,000.  Staff researched multiple cooperative contracts and was unable to find the comprehensive services needed for all of Fire-Rescue's equipment through any other cooperative purchasing organization or program.  Fleet Services and Purchasing reviewed BuyBoard pricing from Siddons Martin Emergency Group, LLC and found it to be the best value for the City.

This contract for Fire-Rescue equipment maintenance, installation and repair services is necessary for the following reasons:

1. Fire-Rescue apparatus must pass inspection to be certified operational.  Preventative maintenance and repair services provide maximum availability of Fire-Rescue ambulances, apparatus, equipment and products.  Preventative maintenance and repair services through a third-party vendor will allow Fleet Services to maintain current preventative maintenance schedules when staffing levels do not allow for the provision of these services internally.
2. Preventative maintenance and repair services will increase the life expectancy of Fire-Rescue ambulances, apparatus, equipment and products.
3. Fire-Rescue apparatus that have not passed inspection may not operate in the field.  Lack of a preventative maintenance program will risk breakdowns at inopportune times and decrease the life expectancy of Fire-Rescue ambulances, apparatus, equipment and products.

The City is authorized to purchase from a cooperative purchasing program with another local government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (BuyBoard Contract Nos. 650-21 and 651-21 / City of Plano Contract No. 2022-0092-OA)

Approval of this item will provide Fire-Rescue equipment maintenance, installation and repair services from Siddons Martin Emergency Group, LLC. The initial contract term is from the effective date of the City's contract to September 30, 2022 with two (2) automatic one-year renewals.  Expenditures will be made within the approved budget appropriations for each year of the contract. The estimated total amount to be spent, if all renewals are used, is $375,000 (or $125,000 per year for FY 2021-22 through FY 2023-24).

Approval of the Fire-Rescue equipment maintenance service contract relates to the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government.